How To: Subscription Administrators


What is my Role?


As Subscription Administrator, your role is to control who in your department has access to your departmental subscription.

This includes:

  • Adding new cohorts of students
  • Adding single users
  • Monitoring usage statistics

If you department has a Metered Subscription, you role will also involve responding to Token Requests.

Getting Started


As subscription administrator, you can access the subscription management tab by logging in to Gorilla, and selecting 'Bulk Subscription Management' on the left hand tab, as below.

If the tab 'Bulk Subscription Management' is not on you menu, please contact Gorilla Support.


This is the subscription management tab:

From the subscription management tab you can invite users to your subcription and view metrics about their usage of Gorilla.

How do I describe Gorilla?


We've taken the liberty of drafting an email that will help your department understand what Gorilla is, and whether it would be useful to them, as quickly as possible.

Subject:

New Department Subscription to the Gorilla Online Experiment Builder

Body Text:

The department has purchased a licence to the Gorilla Online Experiment Builder (www.gorilla.sc). If you create tasks or experiments for use on computers or tablets, this tool may be useful for you!

Gorilla is a tool for building behavioural experiments or tasks for use on computers, tablets or phones without needing to code. It collects reaction time data by default, so it can be used for behavioural research. Once your task is created, you can deploy it online for participant to take part remotely, or you can test people in the lab.

Because Gorilla is online it is easy to:

  • Build online tasks, questionnaire and experiments quickly and easily without coding
  • Reach large and diverse (or specialist) samples online
  • Collect data quickly by using affiliated participant recruitment services

Curious to know more? Find out at the links below.

  • Read interviews with pioneering researchers (www.gorilla.sc/spotlights)
  • Find out how Gorilla changed the teaching of Research Methods at UCL. (www.gorilla.sc/casestudies)
  • Take the tour from the Gorilla website. (www.gorilla.sc/tour)
  • Visit the Gorilla website. (www.gorilla.sc)
  • See screenshots of the gorgeous experiment authoring tools (www.gorilla.sc/tools).
  • Watch the onboaring videos to watch an experiment built and launched online in under 30 mintues. (https://gorilla.sc/support/getstarted)
  • Experience some classic tasks built in Gorilla (www.gorilla.sc/support/samples)
  • See a list of Gorilla features (https://gorilla.sc/support/articles/features)

How do I add my department or a cohort of students to the subscription?


Click on the subscription management tab.

Then click the ‘invite to subscription’ button, then ‘bulk’.

Download the example spreadsheet and enter the names of your cohort in one column, and their academic email addresses in another.

Upload this file by clicking the 'Browse' button, finding the file, and clicking the 'Invite?' button.

This will add the gorilla account to the subscription if they already have a Gorilla account and invite them to create one if they do not.

When you wish to add a group of new email addresses, you can upload the same file with the new email addresses added, as Gorilla ignores any existing email addresses you try to add to the subscription.

How do I add a single user to the subscription?


Go to the subscription management tab, click ‘invite to subscription’ and then ‘individual’.

Then enter the name and email address of the individual you’d like to add.

Then click ‘Send invite’. This will add the individual to the subscription if they already have a Gorilla account and invite them to create one if they do not.

How do I find a list of everyone added to the subscription?


First go to the subscription management tab. Click the ‘Download’ Button. Then click 'Generate', then 'Download'.

This will give you a list of everyone added to the subscription with:

  • Their email addresses
  • Their Join Date
  • Their Last Login Date
  • Their total number of Commits
  • Their total number of Participants
  • Their total number of Projects
  • Their total number of Experiments
  • Their total number of Tasks
  • Their total number of Code Tasks
  • Their total number of Questionnaires

A Student/Staff member is still on pay-as-you-go


If there has been an error with the subscription, and a student or department member is still on pay-as-you-go pricing, you need to manually add them to the subscription again.

Go to the subscription management tab, click ‘invite to subscription’ and then ‘individual’. Then enter the name and email address of the individual you’d like to add. Then click ‘Send invite’. This will add the individual to the subscription.

If they are still experiencing problems, this might be because they’ve signed up using their non-academic email address, which they can change in their account settings.

You can check that they’ve been added to the subscription by clicking ‘Download’ and checking for their name among the list of users.

If these steps do not resolve the problem, please contact Gorilla Support.

How do I remove users from the subscription?


Subscription administrators cannot currently remove people from the subscription. If you think there’s anyone on the subscription who shouldn’t be there, please contact Gorilla Support.

The other situation in which you’d wish to remove users from the subscription is when a cohort of students graduates. If your department is on a one-year subscription, your subscription will start fresh, meaning that you’d need to bulk upload the spreadsheet of users once more. In this case, make sure the graduating students are not on your subscription list.

If you are on a 3-year subscription, your subscription may not start anew every year. This means that graduating students who can still access their academic email addresses may still have access to your Gorilla subscription. In this case, your department is responsible for closing those email addresses if you do not wish these students to have access.

What are Screens?


This will vary depending on the terms of your description. Commonly, this could be:

  • Anyone employed in your department
  • Any student your department teaches
  • Anyone employed in your lab

NOT:

  • Collaborating researchers from other universities (Collaborated projects must be run from the account of a researcher at your university/in your lab – see our How To: Sharing guide.

Note: If you are not sure who should be on your subscription, contact Gorilla.

How do users request tokens?


If your department is on a metered subscription, users will need to request tokens. Your department will set a limit on the number of tokens that can be granted to each user automatically upon request, and any further requests will have to be approved by you, the subscription administrator. The workflow for this is built into Gorilla so that users can request tokens easily and efficiently, rather than sending you requests by email.

Users can request tokens either:

  • Through their account page


  • Through the 'Change Recruitment Target' settings in their experiment



After they click the 'Request Tokens from Subscription' button, users will need to fill in the Token Request form with details you ask them to provide.



If the request is below their individual limit, the request will be granted automatically. If it is above this limit, users will be notified by email whether their request has been approved or denied.

Responding to Token Requests


If your department has a Metered Subscription, your role as subscription administrator will also include answering Token Requests.

In order to run their experiments, users will need to request tokens. Your department will set a limit on the number of tokens that can be granted to each user automatically upon request, and any further requests will have to be approved by you. The workflow for this is built into Gorilla so that it is as easy and efficient as possible.

Requests that you need to approve will appear in your Token Request tab and you will be notified by email. The request should include the user's name, the date, the number of tokens requested, a reference (this might be a project code, grant code, or supervisor's name, you decide), and the status of their request.



Click on 'Review' and then either accept or reject the token request.



If this exceeds the remaining tokens your institution has, a message will appear.


Why do metrics matter?


Your usage metrics influence your department subscription’s renewal price.

Video Tutorials


Teaching Tools

Length (mins): 6:24

Bulk subscription management

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Length (mins): 3:05